Financial Specialist

JOB SUMMARY

The Finance Specialist (Accounts Payable) performs technical and administrative work in accounting and bookkeeping. Responsibilities include accounts payable and the maintenance of records and files. This position reviews all requisitions from all of the City departments, insures that all proper documentation is properly received, makes payments to vendors in a timely manner and assist all departments with any finance questions.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Accounts Payable (30%)

Compares the items and costs on the invoices with the Purchase Order

Compiles and maintains documents including purchase orders, invoices, credit card statements and check images

Follows-up on invoices prior to receiving an approval for payment

Manages canceled and voided checks

Initiates regular payments to Florida Retirement System and Florida Department of Revenue (child support)

Monitors and reports payments and account balances for all capital projects

Performs data entry for accounts payable voucher transactions; prints and prepares checks for mailing; uploads PositivePay file to bank

Prevents loss through close monitoring of requisitions and payables

Processes payments to vendors

Reviews and approves all requisitions

Reviews all invoices from vendors

Verifies, calculates and liquidates encumbrances; researches outstanding balances and takes appropriate action

Legal Compliance (30%)

Assists with preparation of financial schedules and reports; assists with performing other audit and review functions

Ensures current W9s and certificates of insurance are on file

Prepares annual audit preparation as well as works directly with auditors

Prepares and enters monthly electronic fuel tax report; assists with other State and Federal filings and reports

Reviews contracts for compliance and expiration dates

Tracks all certificates of insurance policies

Administrative Assistance (20%)

Creates requestions and payments for Finance Department

Manages all of the office supply needs and compares the prices of other vendors

Performs general clerical work as required, which may include answering the telephone, typing reports and correspondence, copying and filing documents, faxing information, processing and distributing mail, and ordering operating and office supplies

Reviews budget levels for all expenditures and contacts departments as needed

Receives and responds to inquiries from other departments pertaining to financial or accounting procedures; provides training to citywide administrative staff as necessary

Serves as a liaison between Executives and Deputy Finance Director

Purchasing (20%)

Examines Purchase Orders and invoices for accuracy and completeness by verifying department approvals and account classifications; ensures backup documentation is appropriate

Follows-up on open Purchase Orders for status on job completion and receipt of invoice

Prepares and maintains intradepartmental Purchase Orders

Prepares training and reimbursement request forms on behalf of Finance staff

Reconciles citywide credit card transactions

Reviews of all Citywide Purchasing Card Usage / Coding

Reviews various training, clothing and reimbursement request forms for accuracy and completeness

Verifies and processes refunds for utility billing and park reservations

OTHER DUTIES

Represents the Department at meetings involving assigned activities

All employees will have a role in the City's disaster preparation and / or disaster recovery efforts, as may be designated in the City Comprehensive Emergency Management Plan

Please note this job description is not designed to cover or contain a comprehensive listing or activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

REQUIRED EDUCATION AND EXPERIENCE

High School diploma or possession of an acceptable equivalency diploma

A minimum of two (2) years of experience involving bookkeeping or accounting procedures with experience in computer programs and spreadsheet operations

A comparable amount of training, education, or experience can be substituted for the minimum qualifications

PREFERRED EDUCATION AND EXPERIENCE

Associate's Degree in Accounting, Finance or another related field

ADDITONAL ELIGIBILITY REQUIREMENTS

Valid Florida Driver's License

COMPETENCIES

General knowledge of office management practices and office filing systems

General knowledge of municipal government organizations and the services provided

General knowledge of finances and budgets

General knowledge of Microsoft Office applications, financial software, and other proprietary software

Ability to create formulas and understand rates and percentages

Ability to assist staff with encode software system

Ability to organize, prioritize, and complete job demands under pressure with short deadlines

Ability to establish and maintain effective working relationships with management personnel, co-workers, outside agencies, and the general public

Ability to express ideas clearly and concisely, orally, and in writing

Ability to meet job demands under pressure with short deadlines

WORK ENVIRONMENT

Primarily, works indoors in an office environment

Typically, performs work in standard office lighting with significant exposure to a computer monitor

Moderate noise level in the work environment

PHYSICAL DEMANDS

Typically, not physically demanding work

Must be able to lift, carry, push, pull, move or manipulate up to 50 pounds with proper mechanics or equipment

Must be able to sit for long periods of time

Ability to use manual dexterity to allow the use of office equipment, a keyboard, and writing

Sufficient visual acuity to read and comprehend departmental reports

Acceptable hearing (with or without hearing aid)

Tasks involve using general office supplies and equipment

• This position will be now only being accepting applications until February 3rd, 2025 until 5pm

The City of Orange City is a Drug-Free Workplace.

Individuals selected for employment must first pass a background and driving history check before commencing work with the City of Orange City.

Salary : $25